Current Job Opportunities

Job Title: Administrative Specialist - Records
Department: Chelan County Sheriff's Office
Job Type: NonExempt
Salary: $ 2,994.00 - $ 3,466.00 / Monthly  
Posted: August 30, 2017
Application Deadline: September 29, 2017

Job Location

Chelan County Sheriff's Office
401 Washington
Wenatchee, WA 98801

Description

Administrative Specialist – Records, is a Civil Service Covered position and will be tested for in accordance with Chelan County Civil Service Rules. This examination is being held for the purpose of establishing an eligibility list for hiring of the position of Administrative Specialist – Records, in the Sheriff’s Office.

JOB SUMMARY

This position performs customer service and administrative/clerical work in support of Chelan County Sheriff’s Office operations, functions and programs.

DISTINGUISHING CHARACTERISTICS

The primary focus of this position is customer service providing routine information and assistance in-person and over the phone, also performs a wide variety of responsible and complex administrative, technical and clerical duties for the Sheriff’s Office, to include maintaining manual and/or electronic files, preparing and/or typing reports, filing and correspondence. Other projects and duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Perform routine duties with moderate supervision following established procedures and deadlines. Defined latitude to make decisions in non-routine situations requiring judgment.  May perform lead duties for specific programs or assigned tasks; may provide functional leadership of team efforts and/or assigned projects. This position is not expected to perform supervision of staff. Supervision is provided by the Records Supervisor.

EXAMPLES OF DUTIES

  1. Provide responsive customer service both in-person and on the phone; resolve complaints; pacify hostile customers/situations; respond to public inquiries and requests or direct customer to the appropriate staff person; may provide administrative information such as explaining public meetings, policies and procedures and identifying specific County codes.
  2. Use appropriate tools to view, enter, edit, format, revise, print, process and distribute information; plan, create and produce a variety of written material such as forms, correspondence, manuals, contracts, agreements, articles, lists, invoices, charts, matrices, reports, records, schedules, templates, models and other documents of similar complexity.
  3. Coordinate, document and track pertinent data to meet the information and reporting needs of the work unit; evaluate reporting/recordkeeping requirements and recommend best means of tracking data; gather and analyze data; review statistical information to identify trends and quantify results; review procedures for compliance with applicable regulatory requirements; fill out forms according to established instructions and/or legal requirements.
  4. May assume administrative responsibility for a specific project, either conducted independently or with the assistance of other employees; identify resource needs and develop action plans; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned.
  5. Perform incidental general office/secretarial tasks such as monitoring and ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying and faxing correspondence and reports; attending meetings and taking and/or distributing minutes; scheduling appointments and maintaining supervisor’s calendar; screening calls and visitors; making travel arrangements.
  6. Conduct research as directed; use independent judgment to identify resources; prepare reports as assigned; coordinate information with outside agencies or other County staff.
  7. Remain current on issues of interest to the County; implement follow-up actions and/or keep supervisors informed when action is required.
  8. Accurately transcribe digital recordings.  Maintain and distribute completed transcripts to appropriate entities/individuals.

Note: Represented job duties do not include marginal tasks which are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed. Personal characteristics required of all employees such as honesty, integrity, promptness, industry, sobriety and the ability to get along with others, are presumed qualities and are not listed specifically.

QUALIFICATIONS

This position may require any combination of the following knowledge, skills and abilities.

Office Machines & Technology        

Operate some or all of the following office machines and equipment:

  1. PC with Windows software and printer
  2. Adding machine, calculator and typewriter
  3. Photocopier, fax and document scanner

Scope, Complexity and Judgment

  • Use judgment and initiative in selecting the most effective work methods/tools and determining a proper course of action or how best to produce a desired outcome/result.
  • Ability to research and resolve problems without precedent or historical practice.
  • Where work is accomplished electronically, projects involve the application of advanced program functionality requiring understanding of technical capabilities and practical methodologies.

Decision Making

  • Exercise independent judgment in decision making within the context of existing policies, procedures and precedents.
  • Decisions involving the interpretation of unclear guidelines or major departure from existing standards or procedures are discussed with the supervisor before action is taken.

Knowledge and Abilities

  1. Knowledge of general office practices.
  2. Ability to operate standard office equipment.
  3. Possess mastery of Business English and grammar sufficient to write and edit business materials.
  4. Ability to understand and apply oral and written instructions to produce a desired result.
  5. Must have capacity to maintain strictest confidentiality related to information and materials handled and processed.
  6. Must demonstrate acceptable proficiency in standard business process and customer service, as required by specific job duties.

MINIMUM REQUIREMENTS

  1. At least 18 years of age
  2. Must be a United States citizen
  3. Must have high school diploma or GED
  4. Computer keyboard proficiency
  5. English language proficiency, both oral and written
  6. Must successfully pass a background investigation including psychological and polygraph tests
  7. Ability to pass entrance exam
  8. Must have two (2) years of experience in an office setting; comparable experience in the public sector, a law enforcement agency or an agency providing direct law enforcement support preferred

WORKING CONDITIONS

Work is performed in a fast-paced office setting with frequent interruptions and with the need to deal with a widely diverse population. May be required to work outside of regular business hours. As a member of the Sheriff’s Office may be called upon to view and/or read explicit/graphic material.

Work is primarily performed in an office setting. Occasional need to pick up or deliver items in the community and to other County departments. May be called to assist at the scene of an incident; could be exposed to inclement weather conditions and uneven terrain and possibly dangerous situations.

 

Additional Information

SALARY & BENEFITS:  A091 Step 1-4, Full Time Permanent, $2994 - $3466/month DOE plus benefits.

To Apply: